July 2018

Budgetary Administration & Planning (BAP)

Campus Administrative Training Series (CATS) Knowledge Base

Knowledge Base activity of the month: Scholarships Policy that supports this activity: IU Financial Aid Code of Conduct, USSS-16

Questions, comments, concerns? Send us a message through the CATS website’s Sounding Board and make sure to add your name and email address if you’d like to be reached.

Policy Station

Licensing and Trademark Policy, FIN-LT-01

Updates to Licensing and Trademark policy:

  • Wording of policy to keep in alignment with related/pertinent policies,
  • addition of nicotine products,
  • listing of uniforms and athletic gear;
  • and references added to Self-Governed Student Organizations (SGSOs)

Policy Statement (excerpt from policy): “Indiana University (IU) owns and controls its names, marks, logos, colors, insignias, seal, designs, depictions of campus buildings and landmarks, and symbols that have become commonly associated with the University or any of its campuses. These include, but are not limited to: “IU”, the interlocking block IU, athletic teams’ names, “Hoosiers” the University seal, the University coat of arms, the slogan “Go Big Red”, the candy-striped design, the IU Plaid design, the name, “Indiana University” and the abbreviated “Indiana”.
Reason for Policy (excerpt from policy): “The purpose of this policy is to provide standards, information, and guidance on the permissible use of Indiana University’s names and trademarks and to stipulate its licensing requirements.”

Fiscal Checklist & Deadlines

FMS - Fiscal Year-End Deadlines

Saturday, June 30th is the end of the fiscal year. Many financial documents that are initiated but not
approved prior to June 30 will automatically be disapproved.

To ensure that financial documents intended for the current fiscal year (2017-18) have final approval before June 30, it is important for you to identify these unapproved financial documents and to contact persons in the routing chain. [Note: Certain types of financial documents (Auxiliary Vouchers, Cash Receipt, Non-check Disbursement, PCDO, and Disbursement Vouchers) are not disapproved at year-end, but upon final approval will post to whichever fiscal year is current.]

Purchasing/Accounts Payable documents (POs, Payment Requests, etc.) and Salary Transfers are not considered financial documents and are not automatically disapproved at year end.

Disbursement Vouchers post expense and liability entries (object code 9042) upon final approval and deduct cash and remove the liability when the payment is disbursed via check or ACH. Disbursement Vouchers approved by 5:00pm on Thursday, June 28 will be disbursed on Friday, June 29 and have their cash deducted in fiscal year 2018. Disbursement Vouchers approved after Thursday will have their cash deducted in fiscal year 2019. Wire transfer DVs are an exception to this and will have their cash deducted in whatever fiscal year they are approved.

Additional information about the disapproval of financial documents and instructions for searching for documents that still require approval can be found on the “KFS Financial Processing (FP) Documents” page of the FMS Year-End Newsletter, available here: http://go.iu.edu/21BR

For additional information about the year-end close process, please visit the FMS Year-End Newsletter: http://go.iu.edu/21BS

FMS Customer Service


Training dates and information might change over time. Contact the responsible unit or contact person to be informed of the current status for a specific item.


Campus Administrative Training Series (CATS)

Thursday, September 27 ~ 1:30 – 4:00pm ~ Whittenberger Auditorium, IMU.
For additional dates and topics please visit the CATS Website.


FMS – Online Sessions

Critical Data in KFS Available 24/7. See eTraining link.


Disbursement Voucher Certification

Both sessions require DUO authentication.
Disbursement Voucher Part 1
Wednesday, June 20 (Zoom)     9:00am – 12:00pm
Tuesday, July 24    9:00am – 12:00pm ~ Poplars W183
Disbursement Voucher Part 2
Thursday, June 21 (Zoom)    9:00am – 12:00pm
Wednesday, July 25    9:00am – 12:00pm ~ Poplars W183
See FMS Disbursement Voucher Certification for info on the current requirements.


Financial Reports - Online

Attendees must have both IUIE and KFS and access to participate in this training. See links for prerequisite(s) and for Zoom meeting instructions when apply.
IUIE Financial Reports
Thursday, July 19    9:00 – 11:00am ~ Poplars W183
Wednesday, August 15 (Zoom)    9:00 – 11:00am
Intro to Financial Reports
Monday, July 16    9:00 – 10:30 am ~ Poplars W183
Thursday, August 9 (Zoom)    9:00 – 10:30am
Standard Monthly Reports
Friday, July 20    9:00 – 10:15am ~ Poplars W183
Thursday, August 16 (Zoom)    9:00 – 10:15am

Questions? Please contact FMS Training.

Upcoming Spotlight issue

Our next Spotlight issue is coming in July 2018 and will include current sections… and much more.

Do you know anybody who should be receiving this publication? Please send an email to cats@indiana.edu to be added.



Vol. 6, Issue 5, June 2018
Indiana University Bloomington, IN

The Spotlight is a publication designed to Educate, Inform, and Provide Resources to Empower Indiana University Bloomington employees.

Contact Information:
Chris Puckett Budgetary Administration & Planning (BAP)
T. Michael Ford, Patti Quimby, Nancy Vázquez-Soto
Special Thanks to
Rayna Amerine, Jenna Ellis, Melissa Hartley, Emily Kirkman, Joy Maddox, Tonya Pottorff, Jennifer Reeves, Susan Whitt
Disclaimer: Please note that any information and commensurate dates that appear in this publication are only current as of the date of publication and may change over time. Hence, please contact the responsible unit or contact person to be informed of the current status for a specific item.